The full flow: from activity to requirements
Before going through the steps, it is important to understand how these three concepts connect in Twind:
Activity → Defines what type of work the subcontractor will carry out at your site (cleaning, maintenance, construction, logistics, etc.).
Risks → Identifies the specific hazards workers are exposed to based on their activity (electrical risk, working at height, chemical products, etc.).
Requirements → The documentation Twind automatically requests based on the above combinations.
Each level conditions the next: the activity determines which risks apply, and the combination of both determines which documents are requested. If this flow is correctly configured, Twind will automatically request the right documentation from each subcontractor, each worker, and each piece of equipment.
💡 Why does this matter? If the activity or risks are not correctly defined, Twind will not be able to request the appropriate documentation. This can result in missing critical documents (a worker accesses the site without electrical risk training) or unnecessary requests (a TPC certificate is requested from a cleaning company).
Step 1: Define the subcontractor's activity
What is the activity?
The activity describes the type of work the subcontractor will carry out at your site. Twind uses this information as the first condition for requirement request rules.
Where is it assigned?
The activity is defined when creating or editing a contract. When you register a contract with a subcontractor, you assign the activity they will carry out. Each contract has one associated activity.
Examples of activities: cleaning, general maintenance, electrical maintenance, construction works, logistics/transport, security/guarding, installations (HVAC, fire protection, telecommunications), administrative services.
ℹ️ Keep in mind: activities are configured by the client company under "Settings". If you don't see the activity you need, contact your company administrator to create it. It is important that they are specific enough to differentiate risks (general maintenance is not the same as electrical maintenance).
Step 2: Assign risks to the contract
What are risks in this context?
Risks are the specific hazards associated with the activity and the workplace. They are the key element that allows Twind to determine what specific documentation to request from each subcontractor and each worker.
How are they assigned?
Risks are assigned from within the contract management section. When you access the contract, you will see the list of risks defined by your client. Select those that apply to your activity and confirm. Risks can also be assigned directly to individual workers to further refine the documentation requested from them.
What types of risks are typically defined?
Safety risks: working at height, electrical risk, confined spaces, heavy machinery, welding, falls on the same level.
Hygiene risks: exposure to chemical products, noise, dust, biological agents, extreme temperatures.
Ergonomic risks: manual handling of loads, forced postures, repetitive movements.
Psychosocial risks: night work, customer-facing roles, external violence.
What effect does this have on requirements?
Once risks are assigned, Twind uses them as conditions for requirement request rules. For example: if you select the risk "working at height", Twind can automatically request a working at height training certificate from each worker who has that risk assigned.
⚠️ Important: make sure the selected risks match the actual tasks to be carried out on site. If incorrect risks are assigned, Twind will request documentation that does not apply (or stop requesting documentation that is needed). This has legal implications: the duty of oversight under Article 10 of RD 171/2004 requires that documentation reflects the specific work to be carried out.
Step 3: Requirements are generated automatically
If the client company has correctly configured the requirement request rules under "Settings" → "Requirements", Twind will automatically cross-reference the information from the previous steps and request the corresponding documentation:
Company requirements (Subject = Contractor): requested based on the contract activity. Example: activity = "Construction works" → Health and safety plan, REA certificate, etc. are requested.
Worker requirements (Subject = Employee): requested based on the activity + the risks assigned to the worker. Example: activity = "Electrical maintenance" + risk = "Electrical risk" → Electrical risk training + electrical work authorisation are requested.
Equipment requirements: requested based on the type of vehicle or equipment assigned to the contract. Example: forklift truck → CE certificate + insurance + technical inspection are requested.
ℹ️ Keep in mind: if the activity has not been defined or no risks have been selected, Twind may not request any documentation, or may only request generic requirements (without conditions). Correctly completing steps 1 and 2 ensures that each subcontractor receives exactly the requirements that apply to them.
Full practical example
To see how everything fits together, here is an example with an electrical maintenance company:
Step 1 — Activity: "Electrical maintenance"
Step 2 — Selected risks:
Electrical risk (high and low voltage)
Working at height (work on overhead panels)
Confined spaces (service galleries)
Step 3 — Requirements automatically generated by Twind:
At company level:
Risk assessment + preventive activity plan
SPA certificate
Public liability insurance
TC1/RLC + payment receipt
Electrical isolation procedure (due to "electrical" risk)
At worker level (all workers):
Medical fitness certificate
Basic OHS training
Risk information
PPE delivery
At worker level (due to "electrical risk"):
Electrical risk training (RD 614/2001)
Electrical work authorisation
At worker level (due to "working at height" risk):
Working at height training
Who configures each part?
The client company defines: the available activities, the site risks, and the requirement request rules (under "Settings" → "Requirements"). They also create contracts and assign the activity.
The subcontractor is responsible for: selecting the risks applicable to their activity within the contract, assigning the correct risks to each worker, and uploading the documentation Twind requests.
Common errors and how to avoid them
"No documents are being requested from me"
Check that: (1) the contract has an activity assigned, (2) the contract risks have been selected, (3) workers have the correct risks assigned, and (4) the client company has configured request rules for that activity + risk combination.
"I am being asked for documents that don't apply to my activity"
The activity assigned to the contract is likely incorrect, or the selected risks do not match the actual tasks. Review the contract activity and risks. If the problem persists, contact your client to review the request rules.
"One worker has different requirements from another in the same company"
This is correct if they have different risks assigned. A worker with electrical risk assigned will need electrical risk training, while another without that risk will not. Review the risks assigned to each worker to confirm they are correct.
"I can't see any risks to select in the contract"
Risks are defined by the client company. If none appear, your client may not have configured them yet for that site or contract. Contact your client to request that they define them.
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